A Practical Guide to Meetinps and Discussions
Sample Minutes of a Committee Meeting
COMPUWARE MANUFACTURING COMPANY
Heading
of minuted Minutes of the Sixth Committee Meeting
of the Staff Club
held on SaturdaS 20 January 20XX
at2p.m. in the Conference Room
Those
present
Present : Mr James Lee - Chairperson
MrAhmad Zaidi
Mr Raj Mahasingam - Treasurer
Mr Kamarul Ariffin
Ms Zety Ismail
Mr Peter Ratnam
Ms Nurlisa Zainal
Ms Elaine Wong - Secretary
Absent : Mr Khairul Anuar
Ms Lim Su Beng
l. Chairperson's Welcome Address
The chairperson called the meeting to order at 2.15 p.m. and
welcomed all the members.
2. Apologies for Absence
Apologies for absence were received from Mr Khairul Anuar
Routine and Ms Lim Su Beng as they were attending a seminar in
opening Penang.
items
3. Minutes of the Previous Meeting
The minutes of the last meeting were read by the secretary.
The following amendments were made:
Item no. 3. The cash collected from the sale ofrecycled materials
was RM3,500 and not RM35,000 as reported in the minutes.
As there were no other amendments, the minutes were then
approved as a true record and signed by the chairperson
4. Matters Arising from the Previous Minutes
Mr Ahmad Zaidi asked the treasurer if the budget for the family
day had been approved. The treasurer informed the members
that the budget had been presented and approved.
Continue tl 0n next ]?ag€
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Unit 5 After a Meeting: Minutes of a Meeting
5. Corresoondence
The secretary informed the committee that she had received
a letter of invitation from the Staff Club of MediaCorp Ltd.
for their 'Cultural Nite'on 31 August 20XX. The members
agreed to accept the invitation.
It was agreed that Ms Nurlisa Zainal would respond to the Ms Nurlisa
invitation from MediaCorp Ltd. and be in charge of organizing Zunal
the trip to their 'Cultural Nite'.
Optional
items 6. Reports
The treasurer presented the latest report on the club's financial
standing.
Balance from the year 20XX - RM1365.47
Netprofitfromsales of souvenirs - RM 671.35
Membership fees for Jan. 20XX - RM 960.00
Total balance RM2996.82
7. Special Business
7.1 Annual Dinner 20XX
The chairperson informed the members that as the Annual
Dinner of the society was traditionally held in March, the
pulpose of the meeting was to decide on the details of the
Annual Dinner for 20XX.
7.1.1 Venue:
Ms Elaine Wong proposed that the Annual Dinner 20XX be
held at the Concorde Hotel, Shah Alam. The motion was
seconded by Mr Peter Ratnam.
Special Ms Zety Ismail proposed that the Annual Dinner be held at
business the Pan Pacific Hotel, Kuala Lumpur. It was seconded by
item Mr Raj Mahasingam. After much discussion, it was decided
by a large majority that the Annual Dinner be held at
Concorde Hotel, Shah Alam.
'7.l.2Date:
The chairperson proposed that the Annual Dinner be held on
Saturday, 10 March 20XX. It was seconded by Ms Nurlisa
ZainaLIt was agreed unanimously by all members.
7.1.3 Entertainment:
Mr Ahmad Zaidi proposed that the UiTM Orchestra be invited
to entertain the guests for the Annual Dinner. It was seconded
by Ms Zety Ismail. The proposal was put to a vote and the
decision was unanimous. Mr Ahmad Zaidi volunteered to set MrAhmad
in touch with UiTM to reouest for their orchestra. Zaidi
{--ontinued t;tt tle"tf p{tgt
81
A Practical Guide to Meetinps and Discussions
7.1.4 Menu:
With regards to the menu, the members put forward several
proposals. It was finally decided that Ms Zety Ismail would MsZety
approach the hotel management for the menu and also get Ismail
their quotation . Ms Zety Ismail was requested to present the
information during the next meeting.
7.2 StaffFund
The chairperson informed the members that money had to
be raised for the stafffund in order to caffy out the various
activities that had been scheduled.
After much discussion, it was unanimously agreed that
Special Ms Elaine Wong would form an ad hoc committee which Ms Elaine
business would come up with some suggestions for fund-raising. The Wong
items committee would discuss these proposals at the next meeting.
7.3 Staff Restaurant
Mr Raj Mahasingam reported that a number of complaints
been received from employees about high prices and a lack of
variety on the menu in the staff restaurant. There were also
complaints about the unhygienic condition ofthe restaurant.
Mr Kamarul Ariffin proposed that the services of the company
operating the staff restaurant be terminated in June when its
contract expires. An advertisement could then be placed in the
local newspapers to invite tenders by any other companies to
operate the restaurant.
After a thorough debate, it was resolved by 6 votes to 1 that
the services of the present company be terminated in June and
advertisements be placed in the local newspapers for a new
company to run the staff restaurant. Mr Kamarul Ariffin Mr Kamarul
would be in charge of this matter. Ariffin
8. Anv Other Business
The chairperson informed the committee that Mr John
Samuel, one of their longest serving employees, was retiring
on 1 July 20XX.
The members agreed that the Managing Director present
a gift to him at a small tea party sometime in June.
Routine Ms Nurlisa Zainal and Ms Elaine Wong were asked to Ms Nurlisa
closing pick out the gift and organize the tea party. The committee Zainal andMs
items allocated RM1000 for this event. ElaineWong
9. Date. Time and Venue of the Next Meeting
It was decided that the next meeting be held on Saturday,
10 February 20XX at 4.30 p.m. in the Conference Room.
The secretary would send out a notice closer to the date
of the meeting.
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82
Unit 5 After a Meeting: Minutes of a Meeting
83
A Practical Guide to Meetinss and Discussions
The table below shows examples of sentences where the form of the
verb changes when the sentences are changed from the active voice
to the passive voice.
Active voice Passive voice
Simple present
The company manufactures products Products for the oil and gas industry are
for the oil and gas industry. manufactured by the company.
Simple past
We introduced flexitime, a system Flexitime, a system of working flexible
of working flexible hours, in the hours, was introduced in the companv
company two years ago. two years before.
Simple future
We will employ a head-hunting A head-hunting agency will be
agency to fecruit new management employed to recruit new management
personnel. personnel.
Present continuous
The Research and Development Unit A new product is being created for the
is creating a new product for the international market by the Research and
intemational market. Development Unit.
Past continuous
The Production Department was Ways were being found by the
finding ways to improve Production Department to improve
productivity. productivity.
Present perfect
The company has spent a lot of money A lot of money has been spent to
to promote a new line of products. promote a new line of products.
Past perfect
The Personnel and Production A compromise to the problem had
Managers had reached a been reached by the Personnel and
compromise to the problem Production Managers before the
before the meeting ended. meetins ended.
Modal auxiliaries
The Personnel Department should Flexitime should be introduced by the
introduce flexitime as it is eood for Personnel Department as it is good for
staff morale. staff morale.
The company may reduce the The number of personnel in the
number of personnel in the computer computer department might be reduced.
department.
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Unit 5 After a Meeting: Mintiles of a Meeting
Change the following sentences into reported speech.
Example:
'The objective of the company is to improve productivity without extra
investment in equipment.'
The Managing Director stated that the objective of the comparyt was
to improve productivitt^ without extra investment in equipment.
1. 'I propose that we increase the price of the new products as
distribution costs have gone up.'
Z. 'The company needs to diversify so that it can become a dynamic
financial services group.'
3. 'Our new headquarters should be located in Putrajaya as it will
be near the government administrative centre.'
4. 'On-the-job training will give students the competitive edge in
the job market.'
5. 'The price of tickets is too high. We'll not be able to atfiact a
large audience.'
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